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Table of Contents

Introduction to the PACD Legislative Toolbox………………………………………………………………………3

Legislative Basics………………………………………………………………………………………………………………4

Hosting a Legislative Event………………………………………………………………………………………………..5

Sample Invitation………………..……………………………………………………………………………………………6

Sample Press Release……………………………………………………………………………………………………….7

Build a Coalition, Broaden Your Base Support……………………………………………………………………..8

Media Moments………………………………………………………………………………………………………………..9

The Pennsylvania Budget Process………………………………………………………………………………….…10

How a Bill Becomes a Law in Pennsylvania………………………………………………………………………..11

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Introduction to the PACD Legislative Toolbox

Developing an effective working relationship with lawmakers is imperative for legislative success. Legislators need to understand that conservation districts are the local agency responsible for the delivery of many state programs. Whether it is technical assistance to landowners, approval of erosion and sedimentation plans, or writing nutrient management plans, districts are available for assistance with environmental regulations. Consequently, the PACD legislative program focuses on educating elected leaders about the programs and projects spearheaded by conservation districts.

Conservation districts should contact legislators several times a year through individual meetings, an information session or a project tour. Districts should also send correspondence or make phone calls to their legislator’s district offices to discuss specific legislation or local concerns.

The PACD legislative toolbox provides information designed to encourage a meaningful relationship with elected leaders. The toolbox includes tips on meeting with legislators, hosting a legislative event, a sample invitation and press release, an explanation of the Pennsylvania budget process, information on how a bill becomes a law, advice on building a support base, and working with your local media.

Click on the links below to view each topic.

• Legislative BasicsList of ideas conservation districts can implement to build effective relationships with legislators.

• Hosting a Legislative EventStep-by-Step guide for conservation districts planning a legislative event.

• Sample Invitation Invitation to an event

• Sample Press Release Post-event press release template

• Build a Coalition, Broaden Your Base SupportAdvice on gaining support for conservation district goals by creating coalitions.

• Media MomentsA how-to guide for getting your message out to local press.

• The Pennsylvania Budget ProcessPrimer on how Pennsylvania’s budget is passed.

• How a Bill Becomes a Law in PennsylvaniaDetails the political process involved in law-making.

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The Legislative Basics

The following is a list of ideas conservation districts can implement to build effective relationships with

legislator.

Send legislators district newsletters and annual reports

Invite legislators to the district awards dinner and offer them a short timeslot on the agenda

Give awards to legislators at the awards dinner

Send thank you notes after meeting with legislators and after important bills are passed

Provide tours of the district office and district projects

Involve legislators in activities such as Envirothon, dedication of district projects, etc.

Write brief, concise letters and ask for support

Send correspondence on issues

Invite legislators and their staff to field tours and other special events that illustrate conservation

district projects and activities

Send pictures of the legislators in the filed with constituents to their office for their newsletters

Host a legislative education event showcasing projects

Send letters or notes of congratulations to legislators for notable achievements

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Hosting a Legislative Event

Conservation districts should consider hosting legislative events at the local level. Many districts already

hold these types of events to discuss conservation district programs and activities, bringing federal, state,

and local legislative leaders together. The steps below will guide conservation districts through the

event planning process.

1. Pick a date when the General Assembly is not in session. Remember on election years all House

members and half of the Senators are running for re-election, so their schedule right before the

election may be hectic. Click here for the session schedule: http://www.legis.state.pa.us/ or

contact PACD.

2. Your event can be a tour, a meeting, or an information session. Choose a convenient and easily

accessible location. It is sometimes easier to get legislators to attend events first thing in the

morning rather than the middle or the end of the day. Providing some type of refreshment or

meal is an option to consider, but not mandatory.

3. Develop an invitation list. PACD recommends inviting all federal, state, county, and local elected

leaders. Some legislators may send staff, especially federal legislators, but staff will relay the

information you provide. Also, consider inviting cooperating agencies, related organizations, and

the local press. This event may be the only time all the interested parties are together to discuss

mutual interests. Official printed invitations are not essential, an invitation letter on district

letterhead will be sufficient. Invitations should go out at least one month before the event. Ask

for an RSVP at least a week prior to the event to have an accurate count. Districts may have to

call the legislators’ offices and the press to receive a response. Also, by calling and reminding

the staff, it reinforces the time and place of the event.

4. Putting together an agenda is the most important part of the planning process. Legislators are

generally extremely busy, so it is unrealistic to expect them to spend more than 2 hours at a

legislative event. Begin the program with introductions by the board president or manager.

Have the MC announce that reporters are at the event. Pick interesting speakers who can give

15 minute presentations including a question/answer session. The presentations should be about

recent district accomplishments and ongoing projects, challenges the district is experiencing, and

most importantly a thank you for the legislator’s support. General information should be

discussed, but more detailed information can be distributed via handouts, etc. Keep to the

schedule so those at the end of the agenda are not lost in the shuffle.

5. Prepare handouts and a press release concerning the event. Make sure the handouts and press

release are sent to those who were invited, but unable to attend.

6. Take pictures at the meeting. After the event, follow up with a thank you note to all attendees.

Include a press release and pictures to elected officials for use in their own newsletter.

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Sample Invitation

The _________ Conservation District cordially invites you to attend an information session (or tour) on (date) at (time). The event will take place at (location). Approximately (number) local, state, and federal officials, interested organizations, and press will be joining the __________ Conservation District to discuss district activities, accomplishments, and goals. We anticipate ending the meeting at (time).

Please RSVP by (date) by calling (Phone number) and plan on joining us for this important event. Thank you for your consideration in this matter.

Sincerely,

Local Board President

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Sample Press Release

__________Conservation District Holds Information Session

For Immediate Release

Contact: (Board President or Manager)

(Phone Number)

(E-mail Address)

(Your town, PA) – The _________ Conservation District recently held an information session to discuss district activities, goals and accomplishments. Numerous elected officials joined the district along with various interested organizations and cooperating agencies. The topics discussed included (add local accomplishments, etc).

(Write a short paragraph about each presentation given at the event).

“It was great to see so many interested individuals attend the ________ Conservation District event,” stated (Board President or Manager). “We were thrilled to see such support for our district’s activities.”

(Elected official – perhaps the county commissioner on the board) stated, “(Name County) needs to thank the ________ Conservation District for their ongoing activities to promote sound environmental practices and protect our county’s natural resources. Their educational efforts and technical expertise are vital components to our County’s environmental accomplishments.”

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Build a Coalition, Broaden your Base Support

A coalition, or alliance, consists of individuals or organizations working together for a common purpose to

make more effective and efficient use of resources. Working in tandem with other groups is a great way

to broaden your base of contacts and show support from numerous sources. By building these bridges,

conservation districts can enhance their positive image and increase the contacts made to legislative

leaders.

A coalition should be structured to establish a shared vision and involve all key players. It is important to

approach leaders and directors from various organizations who have indicated an interest in a joint effort.

Plan on regularly scheduled meetings with the groups collectively to develop a strategy, assign tasks, and

follow up with these groups on other issues to continue the relationship.

Another opportunity to use coalitions is to collectively sponsor events. By broadening your sponsorship,

you may increase attendance and expand your outreach. Focus the coalition efforts on those

organizations that have a similar constituent base. For example, when targeting the farming community

ask local farm groups to join you in addition to the other partners you typically work with. You may also

want to consider periodically sending out joint press releases showing extensive support and interest.

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Media Moments

The media is a resource to get the message out. Getting your story into the local press means people

who are not familiar with conservation districts may take notice and become a supporter. Consequently,

developing a relationship with reporters and becoming identified as a source for good stories is

important.

Typically press releases are used to relay information to the media. Learn what interests particular

editors and slant your press releases accordingly. If possible get to know your local newspaper’s editor

and environmental reporter, and address the press release specifically to them. Many press releases

never get read because they are sent to the wrong person or to an erroneous address.

A press release should announce something new and be based on an issue important to the reader or

listener. When writing your press release, give it an exciting headline or title to peak reporters’ interests.

Make sure you put the reason your story is newsworthy in the first paragraph. Answer the 5 W’s and 1 H

- Who? What? Where? When? Why? and How? - in the first sentence or two. A quote from a director or

staff person in the middle or end of the press release will bring the story to life, but make sure the quote

says something relevant in a concise manner. Include the first and last name of the person quoted and

their title or position in the organization. Remember that your media release will be competing with

many others submitted each day. Keep the release succinct and limited to one or two pages. Always

include the name and phone number of a contact person. If possible, follow up with a phone call to

make sure your press release was received and not lost on someone’s desk. Thinking like a reporter and

using visual aids such as pictures also helps get your message across to the masses.

As you begin to develop a media contact list, computerize it into a database including the name of the

reporter, the name of the media source, the e-mail address, the telephone number, fax number, and

postal address. If you are working with other groups, ask them for their media lists to compare names

and media outlets. Keep your list updated by keeping files of press clippings and adding new reporters to

the list when you see new names are covering your stories. Don’t be exclusive in your media list. It is

far better to inform disinterested people than to miss out on reporters who might want to cover your

events.

When distributing information to daily newspapers with a large circulation, make contacts with reporters

who have given you positive responses in the past, and develop a rapport with reporters who normally

cover environmental issues. If you don’t know any reporters at a particular media source, introduce

yourself to the news editor and ask for their suggestion on contacts from the news desk or other related

departments. These relationships should be developed and will become invaluable when you are

interested in promoting a conservation district activity. If you live in a more urban or suburban area,

you may also want to foster contacts with other media forms such as radio, TV, and wire services.

Finally, do not underestimate your local weekly newspapers, which are read thoroughly by county

citizens. Make sure you include them in your distribution list.

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The Pennsylvania Budget Process

Pennsylvania has a complex system to pass a budget that is almost a year-long endeavor. While the

budget is not usually passed annually until July 1, the process actually starts almost one year prior to the

final General Assembly vote. Around August of every year all state agencies are asked to submit their

budget requests to the Governor’s budget office. They use revenue projections to determine their budget

base. Generally, agencies are told to keep their requests within a small or no increase percentage.

After each agency submits their budget requests, the Governor’s budget office, along with other key

members of the Governor’s staff, develop a budget document that is unveiled mid-way through the fiscal

year in February. The Governor addresses the joint General Assembly with his State-of-the-State Budget

speech outlining the projected Commonwealth assets and his thoughts on how state funding should be

appropriated. Often the Governor uses this venue to unveil several program priorities for the

administration.

Shortly after the budget address, usually in March, the House of Representatives and Senate hold several

weeks of appropriations hearings. Typically all state agencies are asked to meet with the House and

Senate Appropriations Committees and outline specifics of their agency’s proposed budget. Additionally,

a number of other entities that receive significant state funding such as the state related educational

institutions are also asked to appear before both Committees. These hearings are an opportunity for

members of the General Assembly to discuss specific programs and activities associated with various

agencies and other groups.

Following the General Assembly’s appropriations hearings, a budget is crafted and introduced typically in

the spring of the year around April or May. Usually the bill reflects each chamber’s budget priorities.

The budget bill then goes through the normal legislative process with each chamber having the

opportunity to vote on the fiscal plan.

After the General Assembly passes the budget bill, the Governor has the opportunity to sign the bill, veto

the bill, permit the bill to become law without signing it, or line-item veto particular items. A line-item

veto means specific lines can be stricken out of the document before the Governor signs the bill. If that

is the case, the General Assembly can override the line item veto with a two-thirds majority in each body.

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How a Bill Becomes a Law in Pennsylvania

Making a law in Pennsylvania is a meticulous process that takes time and effort, and can take years for

an idea to become law. Every two years Pennsylvania begins a new legislative session, meaning any

legislation that has not become law within that two year timeframe has to begin the process over from

the beginning.

There are thousands of bills introduced every legislative session on many different subjects. It is virtually

impossible for legislators to be an expert on every bill, so the General Assembly has organized various

standing committees to scrutinize topic specific legislation. After a bill has been introduced, it is assigned

to a particular committee. While in committee, staff analyzes the bill, writes bill summaries and answers

members’ questions. Sometimes members want to amend, or change, the bill, which can be done at the

committee level. Staff, with the help of the legislative reference bureau, prepares amendments for the

members to introduce when the bill is being considered in committee or on the House/Senate floor.

The standing committee majority chairman has the discretion to consider, or not consider, legislation

assigned to them. He/She is influenced by constituents, other members who want to see the bill moved

through the legislative process, or by caucus leadership. The committee chairman may call for a hearing

to openly discuss the bill, inviting witnesses to explain the legislation and their reasons for support or

opposition.

During a committee meeting, legislators have the opportunity to ask questions about the legislation and

offer amendments. Many times the prime sponsor of the bill attends the committee meeting to offer

additional information such as why the bill was introduced, additional details on the legislation, who is

supporting the bill, and who would be affected by the legislation. After a discussion, members of the

committee vote on any proposed amendments, and then decide by majority vote whether or not to move

the bill out of committee and further through the legislative process. They also have the option to table,

or set aside, the bill for a period of time or permanently.

If the legislation is voted out of committee and involves an expenditure of funds, the bill will be

reassigned to the Appropriations Committee where a fiscal note, or the price tag, will be written

explaining how much it will cost to enact the bill. The committee process is the same as before and is

another opportunity for votes to be influenced by constituents and advocates of the legislation. After the

Appropriations Committee has considered and passed the bill, it moves on to the full chamber.

Before any vote takes place on the Chamber floor, majority and minority party members meet privately in

separate caucus rooms. There, they review the content of the legislation and decide whether to support

or oppose all bills scheduled for a floor discussion in the near future. Each bill is considered on the floor

three times. The first day of consideration is simply an announcement that the bill has been reported

from a committee. There is not a debate, no amendments are offered, and no vote is taken. The bill is

typically tabled after this reading for up to 15 legislative days, or calendar days when the legislature is in

session. If the bill is taken off the table, it has a second reading, when it is screened again to determine

whether or not enough information is available to debate the bill’s merits. This reading is when the

legislation would be re-assigned to the Appropriations Committee for a fiscal review. The third

consideration of the bill is when a full debate, including the opportunity to suggest amendments and vote

on passage (up or down), by all members. Debate over a controversial bill can go for hours and can be

followed by a vote. In some instances a member can call for a vote to table the bill, meaning the

chamber would not vote on the bill at all. Each bill requires a constitutional majority to pass, or 102

votes in the House and 26 in the Senate.

After the legislation passes one chamber it is sent to the second chamber for consideration. The second

chamber has the same process for bill consideration, with the same checkpoints, committee structure,

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and floor consideration. After final passage several things may happen. If the bill has not been amended

in the second chamber it is sent directly to the Governor for his signature. Most likely, however, the bill

will have been amended in the second chamber, meaning the new version will have to be approved by

the original chamber. There, members decide if they agree or disagree with the proposed changes. If

they do not agree, the bill goes to a conference committee to work out a compromise. The conference

committee consists of members from both chambers who work out the differences of the bill and send it

back to both chambers for a yes or no vote. A conference committee report may not be amended or

changed by either chamber. If the majority of members in both chambers vote yes, the bill is sent to the

Governor to be evaluated. The Governor can sign the bill into law, permit the bill to become law without

signing it, or veto the bill. If vetoed, the General Assembly can override it with a two-thirds majority vote

in each chamber.

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